Administrative Assistant

Job Title

To fulfill secretarial clerical jobs as assigned by the Director. To work closely with all special education staff, and district staff in the completion of assigned duties.

Essential Duties and Responsibilities:

• Clerical duties, which may include typing reports, letters, etc.
• Answer the telephone as needed.
• Assist in the distribution of mail.
• Check equipment in and out to staff and assist with completion of technology paperwork.
• Complete Maintenance work order requests.
• Make sure all accident reports are completed per district and state deadlines.
• Assist director in communicating with special education staff as needed.
• Work closely with related services professionals.
• Complete purchase requisitions, process purchase orders, check-in all ordered materials received, and maintain an accurate inventory.
• Maintain a current list of all staff members' contact information.
• Cross-train to assist other office staff as needed.
• Create order for office supplies, testing protocols and testing kits each spring.
• Responsible for checking out all testing protocols and testing kits.
• Coordinate receipt of toner and copier repair with copier company.
• Provide homebound packets to parents and process when completed, including assistance with contracting with a teacher and notifying the Director of any difficulties. Follow-up with parent to make sure medical information is provided each month as appropriate.
• Assist with creation of IDEA/Preschool grant and keep hard copies.
• Check in/out Bank of America cards and process statements in a timely fashion.
• Enroll appropriate student in NMSBVI system.
• Request materials and books from NMSBVI Library and American Printing House (APH)
• Check RfR's for accuracy in accordance with Finance Office's timelines.
• Assist in creation of and maintenance of Operational, IDEA and Preschool budgets. Keep current excel spreadsheets of each line-item expenditures and budget balances. Manage budgets for any grants or additional funds as appropriate.
• Interact on a regular basis with all special education staff, secretaries, and parents.
• Ability to be flexible as the situation dictates.
• Other duties as assigned.
• Follows district and school rules, guidelines, regulations, and policies.

Qualifications:

Verifiable Work and/or Character References.

Education and Experience:

High School Diploma or equivalent.

Language Skills:

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of people.

Mathematical Skills:

Ability to add, subtract, multiply, and divide, in all units of measure, using whole numbers, common fractions, and decimals.

Technology Skills:

• Proficient with computer programs such as Excel and Microsoft Word
• Proficient with district programs (ex: SIS, Sped Data base)
• Change out all office machinery toner as required (ex: copiers, printers)
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Ability to deal with problems involving several concrete variable in standardized situations.

Certificates, Licenses, Registrations:

Valid driver's license.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.
• The employee is required to stand, walk, and reach with hands and arms. The employee must lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in inside environment conditions. The employee frequently works with video display terminal for prolonged periods. The noise level in the work environment is usually moderate.

The Deming Public School District is an equal opportunity employer and does not discriminate on the basis of race, national origin, religion, age, sex, marital status or handicap in compliance with federal and state laws.